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Accreditation Council for Graduate Medical Education

ONMM Application Process

NMM Program Director Workshop

March 20, 2016

© 2016 Accreditation Council for Graduate Medical Education (ACGME)

General Application Information

• All sponsoring institution and program applications are completed in the ACGME Accreditation Data System (ADS).

• For a program to apply, the sponsoring institution must either be ACGME accredited or have ACGME “pre-accreditation”.

• DIO must initiate the program application in ADS, entering basic information about the program including identifying who will be the program director.



• After the DIO identifies the program director and provides his/her contact information, the program director will be e-mailed login information to ADS.

• The program director will then log into ADS to complete the application, submitting to the DIO (through ADS) for final review and approval.

• The DIO will review the application in ADS and submit the final version of the application to the ONMM RC team.


Pre-Accreditation

If a program was AOA-approved on July 1, 2015 the program should enter their AOA program ID number, when requested, in the application initiation process.

• Will allow program to obtain “pre-accreditation” status upon submission of application.

• An NMM/OMM or NMM/OMM Plus One program ID number will work. If both programs exist at an institution, then one number should be picked to use.


General Program Application Information


Program Director’s ADS View


Application Steps

DIO Initiates & PD Completes:

Step #1: Select the Participating SitesStep #2: Select the Program Director


Application Steps

Program Director Steps:

Step #3: Program Details• Be sure to update the basic program information including the

address.

Step #4: Add Other Program Personnel• You are required to add at least one program coordinator (max 2).

You may also add a Department Chair.

Step #5: ACGME Requested/Filled Resident Positions

• Enter the number of resident positions being requested by year as well as the number of currently filled positions.


Step #5 – Requested Resident Positions

• Requested complement should include the number of residents you have resources to train AND the max number you will have in the program.

• Request may be higher than the number of current residents in the program.

• Must be broken down by ONMM1 & ONMM2.© 2016 Accreditation Council for Graduate Medical Education (ACGME)

Application Steps

Step #6: Duty Hour Info• Be sure to update the duty hour information for this program.

Step #7: Additional Application Questions• 6 required questions.

Step #8: Overall Evaluation Methods• Please complete the questionnaire on the overall evaluation

methods used by the program.


Application Steps

Step #9: Faculty Info• Enter the key faculty within your program. In addition, complete a

CV for any physician or non-physician faculty member that requires one (a “View/Edit CV” button will appear next to faculty members requiring a CV). Please review the Physician and Non-Physician Faculty Definition on the ‘Faculty’ tab for further clarification on which faculty members to enter into your roster.


Step #9 Faculty Info


General Faculty CV Information

• Name• Degree• Title• E-mail address• Primary institution (selected from participating sites entered)

• Faculty appointment date (date of appointment in AOA program, not date of ACGME application or accreditation)

• Year stated teaching in specialty


General Faculty CV Information

• Medical school type, name, and graduation year• Board certification specialty, type, certification

year, and status• Faculty hours


Faculty Hours

Total hours devoted to this program include:• Clinical supervision of residents• Administration of the program• Research/scholarly activity with residents• Didactics/teaching with residents


Core Faculty CV Information

• Personal Information - Name, title, degrees, medical school, degree date

• Graduate medical information - Program name, specialty, dates

• Licensures• Academic appointments – Past 10 years• Concise summary of role/responsibilities in

program


Core Faculty CV Information

• Current professional activities/committees – List up to 10 activities within the past 5 years.

• Bibliographies - most representative Peer Reviewed Publications / Journal Articles from the last 5 years, with a limit of 10.

• Articles - review articles, chapters and/or textbooks from the past 5 years, with a limit of 10.

• Participation in local, regional, and national activities/presentations/abstracts/grants - from the past 5 years, with a limit of 10.


Application Steps

Step #10: View/Update Residents

• List all residents currently training in the program at the time of application, regardless of OGME year. (NMM/OMM and NMM/OMM Plus One).

• The RC will not require residents currently training in the program to meet the ACGME requirements prior to graduation, but they should meet the AOA standards.

• Residents in traditional rotating internships linked to an NMM/OMM program or in an NMM/OMM preliminary internship should not be listed on the roster.


Resident Information Needed

• Name• Social security number• Date of birth• Type of Medical School, name, degree date• Resident Status• Type of position – For ONMM will always be “categorical”

• Year in program• Email address• Start date of program


Application Steps

Step #11: Download and Complete the Specialty Specific Application

• Download and complete the MS Word specialty specific application document from the ACGME website for your specialty.

• Once completed, convert it to a PDF to be uploaded with the other application attachments in Step 12.


Specialty Specific Application Questions

• Recently revised, as a result of requirement revisions.

• All future ONMM application submissions must use this updated document.

• Questions were developed by the ONMM Review Committee.

• Questions are directly related to a ONMM requirement(s).


Application Steps

Step #12: Upload Application Attachments

• One file must be uploaded for each requested item.

• Uploaded documents must be in pdf format and no larger than 10 MB.

• If multiple documents need to be uploaded for a given item, then they must be combined into a single document prior to uploading.

• Documents should be previewed after uploading to ensure the they are of high quality.


Application Uploads

1. Policy for Supervision of Residents2. Program Policies and Procedures3. Overall Educational Goals4. Competency Goals and Objectives and Faculty

Evaluation of Residents.5. Letters of Agreement6. Semiannual and Summative Evaluations7. Program Specific Evaluation Tools8. Forms Used for Faculty and Program Evaluation9. Sample Block Diagram10. Specialty-Specific Application Questions


Letters of Agreement

Must have a Program Letter of Agreement (PLA) for all required rotations.

From the ACGME Glossary of Terms:

From PLA FAQs:


PLA FAQs


Application Uploads

1. Policy for Supervision of Residents2. Program Policies and Procedures3. Overall Educational Goals4. Competency Goals and Objectives and Faculty

Evaluation of Residents.5. Letters of Agreement6. Semiannual and Summative Evaluations7. Program Specific Evaluation Tools8. Forms Used for Faculty and Program Evaluation9. Sample Block Diagram10. Specialty-Specific Application Questions


Block Diagram

• Should be constructed using the “ONMM Block Diagram Construction Guide”.

• Separate block diagram suggested for ONMM1 level entry and ONMM2 level entry.

Remember:• Not a rotation schedule.• No resident names should be listed.• Sample schedule for each ONMM year

demonstrating compliance with rotation requirements.


Block Diagram Guide


Application Steps

Step #13: Review Application• Please review and print a copy of your application for

your records. Enter any missing information that has not yet been entered. You will not be able to submit your application if any of the above steps are incomplete or there is information missing on your application.



• Responses to questions should reflect how the program meets or will meet the ACGME ONMM requirements.

• Program must demonstrate resources necessary for a two-year program, even if the program will only take residents at the ONMM2 level.

• Direct questions related to the ADS system and how to use it, to the ADS representatives –[email protected].


mailto:[email protected]

Application Steps

Step #14: Verify and Submit Application to DIO• After clicking "Verify Application and Submit to DIO"

button in the header, your application will be submitted to your DIO for review and final submission. After verification, the DIO will electronically submit the application to the ACGME. Applications can only be submitted to the DIO by the Program Director. Program Coordinators cannot submit new applications.

• Once the DIO has submitted your application to the ACGME for final review it cannot be changed, altered, or amended.


After Application Submission

• Program immediately gets “pre-accreditation” if it was AOA-approved on July 1, 2015.

• “Pre-accreditation” status will be acknowledged on the ACGME website.


Pre-Accreditation

Programs in Pre-Accreditation will be required to:

• Participate in the annual ADS update.• Complete the resident and faculty survey.• Report Milestones.• Log in the Case Log system.


After Application Submission

• ACGME staff will acknowledge receipt of the application via e-mail.

• The Department of Field Staff Activities will be immediately notified to schedule a site visit.


Site Visit

• All core program applications require a site visit, prior to the application going to the Review Committee.

• Site visits are scheduled and conducted by the Dept. of Field Staff Activities.

• Field Staff (aka site inspectors) are employed (full-time or part-time) by the ACGME and may conduct site visits for any specialty.

• Will be conducted by one member of the field staff and will take a day or less to complete the visit.


Site Visit Notification Letter


Application Review

• Program will be scheduled for review by the Review Committee once the site visit has been conducted and the site visit report is available to the Review Committee.


Review Committee Decision

Available Decisions for New Program Applications:

Initial Accreditation

Continued Pre-Accreditation** – Only for programs in pre-accreditation.

OR

Accreditation Withheld** – Only for programs not in pre-accreditation.

**Requires re-application


Notification

• Program will be notified via e-mail of the RC’s accreditation decision within 5 days (or less) of the meeting.

• A Letter of Notification (LON) will be sent within 60 days of the meeting, detailing any citations or areas for improvement (AFI).• If a program receives “continued pre-accreditation” or

“accreditation withheld”, the LON will contain instructions on how to re-apply.


Accreditation Council for Graduate Medical Education

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